1. Preamble and Purpose
This Code of Conduct ("Code") establishes the ethical, legal, and professional standards governing all activities of Best People Foundation ("the Foundation"). It applies uniformly to the Board of Trustees, management, employees, volunteers, trainers, suppliers, vendors, consultants, partners, and any person acting on behalf of the Foundation.
This Code is framed in line with internationally accepted best practices for non-profit organizations, including the UN Global Compact, ISO 26000 (Social Responsibility), International Labour Organisation - ILO Conventions, and Organisation for Economic Co-operation and Development OECD Guidelines, and in compliance with applicable Indian laws. The Foundation does not receive foreign contributions and therefore no provisions under the Foreign Contribution Regulation Act (FCRA) apply.
The objectives of this Code are to:
- Uphold integrity, transparency, accountability, and ethical conduct
- Protect beneficiaries, stakeholders, and the reputation of the Foundation
- Provide a clear framework for ethical decision-making
- Meet audit, donor, statutory, and certification expectations
2. Scope and Applicability
This Code applies to:
- Trustees and Board members
- Employees and management
- Volunteers and interns
- Trainers, facilitators, and resource persons
- Suppliers, vendors, contractors, and service providers
- Any third party representing or acting on behalf of the Foundation
Adherence to this Code is mandatory and forms part of all appointments, contracts, and engagement terms.
3. Core Values and Ethical Principles
All associated persons shall uphold the following principles:
- Integrity, honesty, and fairness in all actions
- Respect for human dignity, diversity, and inclusion
- Accountability and responsible stewardship of resources
- Transparency in governance and operations
- Zero tolerance for corruption, exploitation, abuse, or harassment
4. Legal and Regulatory Compliance
All persons covered by this Code shall comply with:
- Applicable Indian laws, rules, and regulations
- Labour, tax, charity, child protection, and data protection laws
- Conditions and requirements of donors, partners, and regulators
Non-compliance may result in disciplinary action, termination of engagement, and legal consequences.
5. Governance and Fiduciary Responsibility
Trustees and senior management shall:
- Act in the best interests of the Foundation and its beneficiaries
- Exercise due care, skill, and diligence
- Avoid misuse of authority, funds, assets, or confidential information
- Ensure sound financial management, internal controls, and oversight
6. Conflict of Interest
All actual, potential, or perceived conflicts of interest must be disclosed promptly. Decisions shall be taken objectively and without personal benefit. Conflict of interest declarations shall be documented and reviewed periodically.
7. Anti-Bribery, Anti-Corruption, and Fraud Prevention
The Foundation follows a zero-tolerance policy toward bribery, corruption, facilitation payments, fraud, and financial misconduct. No person shall offer, solicit, give, or accept any improper payment, gift, or benefit intended to influence decision-making.
8. Protection of Assets and Resources
Foundation assets, funds, and resources shall be used solely for authorized and legitimate purposes. Theft, misappropriation, or misuse of resources is strictly prohibited.
9. Confidentiality and Data Protection
Confidential, personal, and sensitive information relating to beneficiaries, donors, employees, and partners shall be safeguarded and used only for legitimate purposes, in accordance with applicable data protection laws and internal policies.
10. Safeguarding, Child Protection, and Prevention of Abuse
The Foundation is committed to providing a safe, respectful, and secure environment. Any form of sexual exploitation, abuse, harassment, corporal punishment, or child abuse is strictly prohibited. Mandatory reporting and safeguarding procedures shall be followed at all times.
11. Equal Opportunity and Non-Discrimination
The Foundation provides equal opportunity and does not tolerate discrimination based on gender, age, disability, caste, religion, ethnicity, sexual orientation, or any other protected characteristic.
12. Volunteer Policy
Volunteers shall:
- Act in alignment with the Foundation's mission and values
- Perform assigned duties responsibly and ethically
- Maintain confidentiality and safeguarding standards
- Avoid conflicts of interest and personal gain
- Treat beneficiaries, staff, and communities with respect
The Foundation commits to providing a safe, inclusive, and supportive environment for volunteers.
13. Trainer and Facilitator policy
Trainers and facilitators shall:
- Compliance with Laws - Trainers shall adhere to all Indian regulations including Child Labour (Prohibition & Regulation) Act, POCSO Act, RTE Act, and tax/GST norms, maintaining accurate session records for audits
- Ethical Professional Practices - Zero tolerance for misconduct, favoritism, conflicts of interest, or exploitation, with transparent training plans, fair evaluation, and child safeguarding mandatory
- Respect intellectual property and confidentiality
- Avoid exploitation, favouritism, harassment, or bias
- Professionalism and Safety - Commitment to punctuality, skill-sharing without compensation expectations, health/safety measures during fieldwork, and appropriate conduct with trainees/parents
14. Supplier, Vendor, and Service Provider Policy
Suppliers, vendors, and service providers shall:
- Compliance with Laws: Adhere to all Indian regulations including Prevention of Corruption Act, Labour Codes, GST, and environmental norms, maintaining accurate records for audits.
- Ethical Business Practices: Zero tolerance for bribery, kickbacks, conflicts of interest, or anti-competitive behaviour, with transparent bidding and fair competition mandatory.
- Labour and Human Rights: Prohibition of child/forced labour, payment of fair wages above minimum, safe working conditions, non-discrimination, and freedom of association per ILO standards, with employment contracts in local language.
- Health, Safety, and Environment: Implementation of risk assessments, employee training, emergency protocols, waste reduction, sustainable sourcing, and emissions control.
- Management and Reporting: Cascade these requirements to sub-suppliers, conduct self-assessments, provide access for NGO audits, and report violations via designated hotlines without retaliation.
- Enforcement and Remedies: Immediate corrective actions required for breaches, with potential contract suspension or termination by the NGO upon verification.
15. Health, Safety, and Environment
The Foundation and its partners shall maintain safe and healthy working conditions, promote environmental responsibility, and support sustainable practices.
16. Communication, Media, and Representation
All public communications shall be accurate, respectful, and authorised. No person shall make misleading statements or misrepresent the Foundation or its activities.
17. Reporting Mechanism and Whistleblower Protection
Any suspected violation of this Code may be reported through designated reporting channels. Retaliation against individuals who report concerns in good faith is strictly prohibited.
18. Disciplinary Action and Enforcement
Violations of this Code may result in disciplinary measures, suspension, termination of engagement, recovery of losses, and/or legal action, depending on the severity of the breach.
19. Review, Amendment, and Continuous Improvement
This Code shall be reviewed periodically to ensure continued alignment with legal requirements, international standards, and the Foundation's operational needs. Amendments shall be approved by the Board.
20. Acknowledgement
All persons covered by this Code shall acknowledge, understand, and commit to comply with this Code of Conduct as a condition of their association with Best People Foundation.